Project Information

Bid Title

RFP #26-01, District Wide Copiers Addendum No. 2

Issuing Agency

Oxnard School District

Location

California

Published Date

Mar 17, 2026

Closing Date

Mar 23, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Addendum No. 2 - 3-17-2026

RFP #26-01, District Wide Copiers

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Tuesday, March 17, 2026

ADDENDUM #2

RFP #26-01 – DISTRICT-WIDE COPIERS

NOTICE OF ADDENDUM / CLARIFICATIONS

You are hereby notified of the following changes, clarifications, or modifications to the original Contract

Documents, Project Manual, Drawings, Specifications, and previous Addenda. This Addendum takes

precedence over any conflicting information in prior documents. All other conditions remain unchanged.

CHANGES AND CLARIFICATIONS:

The following items have been revised or clarified in the Project Manual, Contract Documents, Drawings, or

Specifications:

QUESTIONS & ANSWERS

1. Does the School District have a GPO preference (i.e. GSA, OMNIA)?

Preferred GPOs include OMNIA, Sourcewell, NASPO, GSA, and CMAS. Consideration may also be given

to other GPOs.

2. When using a GPO, does the School District use the Terms & Conditions of the GPO or the

Terms & Conditions in this RFP?

A. The School District, when procuring copiers through a GPO, shall adhere to the GPO’s Terms and

Conditions in conjunction with those set forth in the RFP.

3. RFP refers to the removal of old equipment as part of the RFP. Can you confirm if this is correct

and that the current vendor will not be removing?

A. This is incorrect. The current vendor is responsible for removing our existing copiers. For reference,

please see Addendum #1, available on our district’s website under the Purchasing Department’s

Bids and RFPs section.

4. How is the school district managing secure printing with codes today?

A. We currently are not using secure print; however, we are interested in the option to use it in select

departments using codes.

5. Does the school district require an on-premises or cloud-based solution?

A. We prefer a cloud-based solution but will consider all options on this RFP.

6. How is the School District deploying print drivers today?

A. We have a local print server that our IT uses to push drivers.

7. What type of workstations are users printing from (i.e Windows, Mac, Chromebook)?

A. We use and print from Windows devices.

8. How are users managed today ( i.e. Active Directory, EntraID, Google Directory Services, etc.)?

A. Users are currently managed through uniFLOW which used LDAP to sync users.

9. Is the School District currently billing back usage to departments or sites?

A. Invoices are itemized per site and sites are charged based on the number of devices and their

printing usage.

10. Can you confirm the quantity of staples used in the last 5 years?

A. We do not have this data available.

11. Can you confirm the quantity of 11x17 or larger usage over the last 5 years?

A. We do not have this data available as most of our current equipment does not have this capability.

12. Can you provide a full list of existing equipment (model, number of paper trays, if the asset has a staple

finisher, usage per device)?

A.

Most of the equipment above has 4 trays of paper, with stapling capabilities.

13. What does the district consider a high-capacity paper tray (qty of paper included)?

A. A high-capacity paper tray should hold at least 1500 sheets, with a high-capacity copier holding a

minimum of 3000 sheets.

14. What are the current days of the week, and hours per day of the onsite employee?

A. Most onsite employees work 8-hour shifts, Monday–Friday, with coverage from 6 AM–6 PM.

15. What are the current responsibilities of the onsite employee?

A. Information of responsibilities available online at

https://www.schooljobs.com/careers/oxnard/classspecs

16. How do you currently track the hours of the onsite employee?

A. Hours are not tracked for printing/copying purposes. District wide they are tracked through paper

timecards.

17. Can you provide additional detail about the below requirement? Is this something the Onsite

technician does as part of your solution today? If using standard Dept ID codes through Canon, this is a

1:1 relationship with the code and the copier itself and is a manual process to update codes per asset.

How many code changes are expected during the life of the contract?

A. The initial loading of codes should be conducted collaboratively by the selected vendor and our

onsite IT and Purchasing technicians. Currently, codes are assigned on a per-user basis, and we

have 2,935 employees. We request a formal assurance that, if required, all codes can be removed

from our devices within 72 hours. If a device retains a history of codes in its storage, we require

confirmation that the device can be fully cleared of all codes upon our request.

18. What is the solution currently installed for secure print and follow me print? Is it on-prem or cloud-

based?

A. We currently are not using secure print or follow me printing; however, we are interested in the

option to use it in select departments using codes.

19. Are you interested in a Cloud-based solution for this RFP? If so, will all of the devices have reliable

access to the Internet?

A. All devices will have reliable access to the internet. We prefer a cloud-based solution but will

consider all options on this RFP.

20. Do you use Microsoft 365 / Local AD / LDAP / ENTRA ID?

A. Our district currently uses all 4 (M365, AD, LDAP, EntraID), with our copier management software

using LDAP.

21. This RFP is for staff used devices only, no students, correct?

A. This RFP is for staff used devices only.

22. Is there a print shop and is it part of this bid?

A. We do have a print shop; however, it is not part of this RFP.

23. District has 27 different locations, what is the expectation for the dedicated on-site tech?

A. Our expectation of a dedicated on-site technician is that when service issues arise or a machine

requires attention, a technician will be available to come on-site in person to assess and address

the issue.

24. Under various piggyback able contracts, the current incumbent is responsible for the removal of their

equipment free of charge. Are you currently under a GPO like OMNIA or NASPO?

A. Yes, the district is currently purchasing through a Group Purchasing Organization contract. Details

about removing the current equipment were clarified in Addendum #1, which is available on the

district website.

25. Has the District already sent in their letter of intent to the leasing company?

A. No, our district has not sent their letter of intent to our current leasing company.

26. May offerors provide their template contracts/Agreement, or will there be an opportunity to negotiate

the contract upon award?

A. No, the vendor must use our standard agreement form. Any requested changes may be considered

but are not guaranteed.

27. Will you be authenticating using an HID Card and Card Reader or will you be using PIN Codes to

authenticate users?

A. Our district will use PIN Codes to authenticate users.

28. If a vendor has two device models that both meet or exceed the specifications for the Color High

Volume MFP, may the vendor include pricing for both models in their proposal?

A. Yes, vendors may provide pricing for multiple models that meet or exceed the specifications for the

Color High Volume MFP.

END OF ADDENDUM #2

Commodity Codes

• NAICS 811212Computer and Office Machine Repair and Maintenance

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